Electronic mail enables NCU Training employees to communicate promptly and efficiently with colleagues internally within the organisation and allows a prompt and efficient service from the company to its clients, customers and suppliers. E-mail can also be used to communicate with other individuals and organisations with which NCU Training employees interact. While E-mail brings many benefits to the company regarding its communications internally and externally, it can also bring risks to the organisation mainly where employees use it outside of their NCU Training roles. It also carries risks where employees also have more general access to the internet. For these reasons, it is necessary to have a code of practice which regulates its use and which sets down its specific rules for e-mail and the internet.
Every employee in NCU Training has a responsibility to maintain the company’s image, to use these electronic resources productively, and to avoid placing the organisation at risk for legal liability based on their use.
E-mail is a personal computerised and efficient communication system which enables the sending and receiving of messages between employees and between NCU Training and its clients, customers and suppliers. Documents and materials can be attached to E-mails. The E-mail can efficiently by-pass typewritten documents, faxes and the need to post documents. There, are; however, risks connected to the sending of E-mails and they are:
- Your message may go to persons other than the intended recipient, and if confidential or commercially sensitive, this could be damaging to NCU Training.
- E-mail messages can carry computer viruses which are particularly dangerous to NCU Training’s computer operations generally.
- Letters, files and other documents attached to E-mails may belong to others, and there may be copyright implications in sending or receiving them without permission.
- E-mail is speedy, and as such, messages written in haste or written carelessly are transmitted simultaneously and without the opportunity to check or rephrase. This could give rise to legal liability on NCU Training’s part such as claims for defamation etc.
- An E-mail message may legally bind NCU Training contractually in specific instances without the proper authority being obtained internally.
- It should be remembered that all personal data contained in E-mails may be accessible under Data Protection legislation and, furthermore, a substantial portion of E-mails to government and other public bodies may be available under Freedom of Information legislation.
- E-mails should be regarded as potentially public information which carries a heightened risk of legal liability for the sender, the recipient, and the organisations for which they work.
To avoid or reduce the risks inherent in the use of E-mail within NCU Training, the following rules are necessary:
- NCU Training’s name is included in every message sent by an NCU Training employee. This reflects on our image and reputation. Each E-mail must also display our disclaimer notice. E-mail messages must be appropriate and professional.
- E-mail is primarily for business use. NCU Training expects that employees will not use E-mail for personal use during the working hours. We recognise that employees may need to use E-mail for own tasks from time to time. We expect that such use is kept to a minimum. Employees, whom, in the opinion of management, have abused this, will be subject to disciplinary sanction.
- Particular care should be taken when sending confidential or commercially sensitive information. If in doubt, please consult with your Network Administrator or Manager.
- Great care should also be considered when attaching documents as the ease with which employees can download files from the Internet or cut and paste materials from electronic sources increases the risks of infringement of the rights of others particularly the intellectual property and other proprietary rights. Also attaching documents may give rise to the release of information not intended - hence the importance of vetting attachments. If in doubt, please consult with your Network Administrator or Manager.
- Extra caution needs to be taken with E-mail messages in respect of any disparaging remarks that may be contained therein. An E-mail should be regarded as a written formal letter, the recipients of which may be much wider than the sender intended, and any defamatory or careless remarks can have very serious consequences as can any indirect innuendo. Avoid the use of indecent, obscene, sexist, racist or other inappropriate remarks whether in written form, in cartoon form or otherwise. Email messages must not contain any words which may discriminate regarding age, gender, race, family status, marital status, religion, disability, sexual orientation or membership of the Traveller community.
- Do not subscribe to electronic services or other contracts on behalf of NCU Training unless you have the express authority to do so from your Manager. Authority for subscriptions including electronic subscriptions such as these rest with your Manager and unless you are one of those delegated persons, you have no authority to enter into any binding commitment on NCU Training via the Email or the internet.
- If you receive any offensive, unpleasant, harassing or intimidating messages via the Email, you are requested to inform your Manager immediately. It is important that we trace such E-mails as quickly as possible.
- Any important or potentially contentious communication which you have received through Email should be printed, and a hard copy kept. Where important to do so, you should obtain confirmation that the recipient has received your E-mail.
- Documents prepared by NCU for clients may be attached via the E-mail. However, excerpts from reports other than our own, if substantial, may be in breach of copyright and the author’s consent ought to be obtained particularly where taken out of its original context. Information received from a client should not be released to another client without the prior consent of the original sender. If in doubt, consult with your Network Administrator or Manager.
- NCU reserves and intends to exercise the right to review, audit, intercept, access and disclose all messages created, received or sent over the electronic mail system for any purpose. All computer passwords must be provided to your Network Administrator.
Notwithstanding the organisation’s right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorised to retrieve or read any e-mail messages that are not sent to them. Any exception to this policy must receive prior approval from your Network Administrator. However, the confidentiality of any message should not be assumed. Even when a message is erased, it is still possible to retrieve and read that message. If any breach of our E-mail policy is observed, then disciplinary action up to and including dismissal may be taken.
NCU Training has access to the Internet, and such access enables employees to obtain information specific to their role within NCU Training and enables two-way communications with sites appropriate to that role. Many of the internet’s activities are for recreational and private use and are unrelated to NCU Training business. The risks to NCU Training of internet usage are even more significant than that with E-mail and hence the need for strict rules.
- NCU Training’s internet connections are intended for activities that primarily support NCU Training business or the professional development of employees. NCU Training expects that employees will not use the Internet for personal use during working hours. We recognise that employees may need to use the Internet for particular tasks from time to time (e.g. online banking). We expect that such use is kept to a minimum. Employees, whom, in the opinion of management, have abused this, will be subject to disciplinary sanction.
- Internet usage is monitored on a systematic basis by the organisation.
- To prevent computer viruses from being transmitted through the system, there will be no unauthorised downloading of any software. All software downloads will be done through our IT Officers or Network Administrator.
The Internet and E-mail should not be used for:
- Personal gain or profit
- To represent yourself as someone else
- To post or download messages that contain political views
- To post or download messages that contain inappropriate, obscene, inflammatory, intimidatory, harassing, defamatory, disruptive or otherwise offensive language and anything that will reflect poorly on NCU Training’s name and professional reputation.
- To advertise or otherwise support unauthorised or illegal activities
- To provide lists or information about NCU Training employees to others and to send classified information without approval
- When it interferes with job responsibilities. This includes spending unreasonable and unwarranted time on the internet or E-mail activities
- Downloading inappropriate screensavers onto your PC
- Attempting to access or contributing to chat rooms
- Private or freelance business
This is not an exhaustive list.
Internet Access is conditional on the following additional rules being observed:
- The Internet is primarily for NCU Training business only.
- To access downloading or sending of any indecent, obscene, pornographic, sexist, racist or defamatory or other inappropriate materials as well as the circulation of such materials will be a dismissible offence. This rule will be strictly enforced and is viewed as very serious with potential criminal liabilities arising therefrom. The Gardai or other appropriate authority will be informed where appropriate.
- NCU Training has a web page which should not be interfered with nor changed in any way without prior authorisation. An authorisation for any amendment or change to NCU Training’s website rests exclusively with our IT Officer or persons nominated by our IT Officer.
- Use of public messaging systems on the internet should not be used by NCU employees save with the specific written permission of a Manager. Public messaging systems include Facebook, Linkedin, user groups, individual interest forums and bulletin boards.
Infringement - Breach of Internet and Email Rules
Any breaches of these rules will be treated seriously and will be subject to disciplinary action up to and including dismissal. For details of our disciplinary procedures, please refer to our Disciplinary Procedures on this site.